Civil Service Resourcing Vacancy Holder Guidance

Transcription

1 Civil Service Resourcing Vacancy Holder Guidance

2 Contents Introduction Page 3 Activities prior to advertising Page 4 Register as an authorised user Page 6 Civil Service Initial Sift Test (CSIST) Page 7 Raise a vacancy on CS Jobs Page 8 Copy an existing vacancy Page 28 Pre-selection activities (for sift, interview and assessment) Page 32 Complete online evaluation forms (for sift, interview and assessment) Page 40 Arrange interviews/assessment (setting up a schedule) Page 43 Notify candidate(s) of selection result Page 48 Pre-appointment activities (on-boarding) Page 51 Important Notice: If CS Resourcing administers your recruitment not all of the chapters within this guide will be applicable to you. Page 2 of 53

3 Introduction The purpose of this guide is to assist vacancy holders when advertising vacancies on Civil Service Jobs. It will also support vacancy holders and their selection panel members progress candidates through the selection process. The guide must be read in conjunction with your internal departmental polices and procedures. For those that Advertise Vacancies only the guidance to use is Raise a Vacancy. This guide is for those organisations that advertise and manage the end-to-end recruitment process on line using the full e-recruitment system. Please click here to open the Raise a Vacancy guide. It is essential that all users are aware of which guidance is applicable to their organisation. If you have any doubts please consult your recruitment team/provider. Page 3 of 53

4 Activities prior to advertising If you have a vacancy to fill please consider the following: Business/budget approval Before you can advertise any vacancy you must have authorisation and funding to do so. Please refer to your internal departmental guidance to find out how to get approval. Civil Service Resourcing Vacancy Filling Scheme (VFS) Follow the priority order when filling vacancies and ensure the Vacancy Filling Scheme guidelines are adhered to: Stage 1* Internal, level moves Stage 2 - Exclusive 10 day period for surplus staff in all departments at their current grade Stage 3 - Vacancies advertised to staff in all departments and accredited Non Departmental Public Bodies (NDPB), regardless of grade Stage 4 - External recruitment *This is not a compulsory Stage. Departments can advertise at Stage 1 on promotion or at Stage 3 on level transfer where there is an exceptional business need and approval within your department has been granted. Some departments use Stage 0 (pre-advertising) to manage their redeployment and surplus staff. Refer to your own internal departmental policies and procedures for confirmation and guidance. Departments have the flexibility to choose whether they advertise vacancies at Stage 2 or combine it with Stage 3 and do not need to seek approval from Civil Service Resourcing. Where substantial numbers of surplus staff need to be redeployed, the Cabinet Office expects Departments to advertise vacancies exclusively at Stage 2 unless the roles are sufficiently unique or specialist. If a Department chooses to by-pass Stage 2 altogether they will need to document their reasons for audit purposes. You should refer to your internal departmental guidance for further instructions on when advertising at stage 3 without priority to surplus staff may be appropriate. Page 4 of 53

5 Access required enabling you to use the system If this is the first time you have advertised a vacancy on CS Jobs you will need to ensure you register as an authorised user to enable you to raise the vacancy. Go to page 6 for further details. Writing the advert Work out what needs to be included in the advert to attract suitable applicants. Avoid jargon as some of your potential applicants won t be familiar with departmental jargon or unexplained abbreviations and so may not understand what you are saying. You must only describe qualifications, licences, memberships or languages as essential if they are absolutely necessary for the satisfactory performance of the job. Sift/Interview dates To reduce delays make sure you have identified your selection panels early in the process. It is recommended that you specify the dates for sift, interview, assessment etc so candidates can plan in advance. Page 5 of 53

6 Register as an authorised user Important Notice: If you work for the Ministry of Defence or the Department for International Development you are not required to register as an authorised user. Your departments use Single Sign On features whereby you access CS Jobs directly via your own HR systems, without the need for a separate username and password. For more information on this please contact your relevant HR departments. All other departments and agencies need to register on CS Jobs by completing the Account Access Request form here for Vacancy Holders and Panel members and send to [email protected] Product and Support Team (PST) will you your username and password. When you are registered you will be able to raise and advertise new vacancies. If you have identified your panel members early (which is recommended) complete the access request form on their behalf and send to PST. Panel members will need access if you want them to input scores and feedback online. Note: Give your panel members access to your vacancy before your vacancy is advertised. Once 'live' you cannot add or remove panel members until after the closing date. Page 6 of 53

7 Civil Service Initial Sift Test (CSIST) The CSIST is a set of online Situational Judgement Tests (SJT) for grades AA SEO. The tests are designed to assist with recruitment by allowing the recruiter to sift out those who are unlikely to work effectively at the grade level which they have applied for. The CSIST broadly measures behaviours underpinning the Civil Service Competency Framework (CSCF). The CSIST can be used to sift out the bottom third of the applicant pool at the initial stages of selection and therefore helps to reduce the time and cost spent on sifting based on application forms alone. Other practical benefits include: Content of tests are based on real-life work scenarios Cost-effective and quick to complete Immediate results for recruiters Tests are marked automatically so are error free and quick to score Easily accessible online via CS Jobs Norm tables relevant to a Civil Service comparison group Feedback provided automatically for candidates. The CSIST is designed to compliment job specific selection methods (e.g. other psychometric tests, interviews, assessment centres etc) and ultimately the decision to select the best candidate(s) for the job should not be based on CSIST alone. If a candidate achieves the required standard on the CSIST, their score will be banked and valid for 6 months. If the candidate applies for any subsequent vacancies at the same grade within the 6 month period they will not be asked to complete the CSIST again. If you use the CSIST as the first stage in the selection process candidates can be asked to complete a short application first, which does not include competencies. If successful at the CSIST candidates will then be asked to provide competency examples. Reasonable adjustments e.g. additional time will be arranged by the recruitment team. If you would like to use the CSIST please contact your recruitment team/provider. Page 7 of 53

8 Raise a vacancy Important Notice: For those that Advertise Vacancies only the guidance to use is Raise a Vacancy. This Vacancy Holder guide is for those organisations that advertise and manager the full end-to-end recruitment process online using the full E-recruitment system. Please click here to open the Raise a Vacancy guide. To advertise your vacancy you must first raise it on CS Jobs. Your recruitment team/provider will review your advert to ensure it is accurate before it is published. Hints and tips when completing the online vacancy template: Mandatory fields are indicated by an asterisk (*). The people icon advert. denotes fields that will be displayed to applicants within the If you leave a field blank you will still be able to complete the rest of the vacancy template, but the advert cannot be activated until you complete all of the mandatory fields. Do not use the back button within CS Jobs as connection can be lost and there is a possibility you will lose the data you are entering online. The system has a 60 minute timeout built in for security purposes. If you are not able to complete the vacancy template within this time, you should save the vacancy details by clicking the confirm button at the bottom of the template. You can return to your vacancy template at any time and complete the outstanding fields. Always use your mouse to click on the relevant information when selecting from the drop-down options rather than the scroll button; this will ensure the correct value is selected. It may be helpful to prepare information such as the job description using Microsoft Word and then copy and paste the information into the required free text fields. To paste information into free text fields you will need to use the keyboard shortcut Ctrl+V as the ability to right click has been disabled for security reasons. So it is easier for you to complete the online vacancy template it is recommended you have the following information to hand: the relevant pay scales the Civil Service Competency Framework the job description any relevant approvals details of any other vacancy specific requirements such as essential qualifications or memberships details of your selection process and dates Page 8 of 53

9 Selecting the right vacancy template: There are two vacancy templates to choose from 'Advert Only' or 'Apply Online'. The 'Advert Only' template does not allow candidates to apply online. The 'Apply Online' template does allow candidates to apply online. Only in exceptional circumstances should you use the 'Advert Only' template e.g. Fast stream recruitment that will be administered by a third party. There are two step-by-step guides below that you can follow to complete each template. Further help: If you experience any technical problems with the system contact CS Resourcing Product & Support Team (PST) by to [email protected] PST s opening hours are Monday to Thursday 8:30am to 5:00pm and Friday 8:30am to 4:30pm and they have a 48 hour turnaround time. Follow the guidance to raise an 'Apply Online' vacancy: To access CS Jobs please click here. Step Action 1. Logon to CS Jobs with your username and password the homepage will appear. 2. Click on the Raise Vacancy icon. Select the Raise Vacancy link and you will be taken to the vacancy template page. 3. You have the option of creating a new vacancy or copy an existing vacancy. Copy Selected Vacancy If you have previously advertised a vacancy on CS Jobs you can copy an existing vacancy if it is the same or similar to Page 9 of 53

10 save you creating your advert from the beginning. For further information go to page 28. Select Apply online Applicants will be able to apply online via CS Jobs from the following options: If you wish to create an Advert only vacancy go to page 17 for guidance. Select a Job Family from the list. Some departments will only have one job family, which will be preselected. Click on Go and you will be taken to the vacancy edit page. 4. Owner: This will automatically default to your department do not amend. 5. Job Title: Choose an accurate job title that corresponds with the vacancy profile to ensure applicants understand what they are applying for. 6. Department: This will automatically default to your own department/agency. 7. Business Area: Select the Business Area from the drop-down list. If additional detail is required then complete the Business Area detailed field. 8. Post Identifier: If required enter a position identifier number. If more than one vacancy is being filled, only enter the number for one of the vacancies. Note: The position identifier is the number of the vacancy within your business structure/hierarchy so it is essential it is accurate. 9. Cost Centre: Enter the Cost Centre number if required. Note: A cost centre is normally used for external recruitment when advertising in the media. 10. Business & budgetary approval to recruit: Ensure all relevant approval to recruit has been granted prior to raising your vacancy. Your recruitment team/provider will not publish your vacancy without the correct approval. Page 10 of 53

11 If approval has not been granted refer to your own departmental guidance on how to get approval as your vacancy cannot be advertised without it. Select Yes and a free text box will appear for you to enter your approval details. 11. Number of Jobs Available: Using the drop-down menu select the required number of posts. The maximum number of posts you can select is Location Region: Use the filter list option, by typing the region or use the scroll bar to find the required location(s). Double left-click on region or select and the click the the Selected Values list. to move it to You have the ability to select more than one region per advert and all possible regions for the vacancy should be added. 13. Location City/Town: Use the filter list option, by typing the City/Town name(s) or use the scroll bar to find the required location(s). Double left-click on City/Town or select the City/Town and the click the to move it to the Selected Values list. You have the ability to select more than one City/Town per advert and all possible locations for the vacancy should be added. 14. Location: Building / Site and Postcode: Enter the site name (e.g. Government Building, High Road etc.) Enter the postcode and click the entered with a space e.g. AB12 3CD. button. The postcode must be Please ensure that the correct post code is used as applicants will be able to search for vacancies by post code. 15. Grade: Select the applicable grade from the drop-down menu. Select Other from the drop-down menu if the grade is not standard civil service grading. 16. Equivalent Departmental Grade: If you have selected Other to the grade question above enter the equivalent grade in the free text box. 17. Preferred Stage: Select the Stage at which you have approval to advertise your vacancy. 18. Preferred Go Live Date: Enter your preferred live date, which will be confirmed by your recruitment team/provider. 19. Preferred Closing Date: It is recommended that vacancies are advertised for a minimum of 10 working days. Note: All Stage 2 vacancies must be advertised for a minimum of 10 working days. 20. Is a non-standard eligibility statement required for Stage 1 or 3: This question is only available when you select Stage 1 or 3 to the Preferred Page 11 of 53

12 Stage question in step 17. You should only select Yes in the following circumstances: Stage 1: If you have approval to advertise within your own department on promotion. Stage 3: If you have approval to advertise across government on level transfer. 21. Type of Role: Use the filter list option by typing the type of role or use the scroll bar to find the required type of role. Double left-click on type of role or select the role type and the click the to move it to the Selected Values list. You have the ability to select more than one type of role per advert if multiple options apply to your vacancy e.g. Policy and Human Resources. 22. Job Description: Enter the job description giving sufficient information regarding the vacancy profile. You should include the minimum requirement for the job and any desirable criteria. Avoid any department-specific acronyms or jargon. It is recommended that you draft your job description in Microsoft Word first and copy and paste into the free text box, using the keyboard shortcut Ctrl+V. 23. Reserved & Non-Reserved: Select the appropriate option. 24. Security: Select the appropriate security level from the drop-down menu. Basic check Minimum security level for all new entrants entering the civil service. This check will disclose any spent convictions. Counter Terrorist Check Aimed at preventing individuals with significant connections with terrorist organisations from gaining access to information, individuals, establishments or material, which may be of direct assistance to terrorists. Security Check Required for posts involving long-term, frequent and uncontrolled access to material protectively marked at SECRET and for posts that require occasional and controlled access to material protectively marked at TOP SECRET, (with the exception of Top Secret STRAP material.) Developed Vetting - Required for posts involving long-term, frequent and uncontrolled access to material protectively marked at TOP SECRET. 25. Disclosure and Barring Security (DBS) Check: Select the appropriate option. Required for posts where the individual will be working with vulnerable groups e.g. elderly or children. This check will disclose spent and unspent convictions. 26. Medical: Confirm if the post requires a medical. Refer to your department s internal guidance for confirmation. Page 12 of 53

13 27. Working Pattern: Select the appropriate working pattern from the dropdown menu. Note: vacancies should be open to full-time/part time/job share applicants. If the post cannot be filled by a part time employee or job share arrangement due to operational commitments, exemption may need to be sought from your department. 28. Employment terms: Post Type: Select from the drop-down menu. If the post type selected is a non-permanent option a further drop-down box will appear and it is mandatory to enter the length of employment e.g. 12 months. Note: If Work Experience is selected the length of employment should be a maximum of 8 weeks. 29. Employment Terms: Hours: Enter the number of hours per week excluding breaks e.g. 37 or detail of the working pattern in the free text box. 30. Relocation Allowance: If a relocation allowance is available, brief details should be entered in the free text box. 31. Allowances: Provide detail if allowances are available e.g. shift allowance. 32. Benefits: Enter details of any additional benefits in the free-text box e.g. onsite parking, restaurant facilities, on-site gym, flexi hours, childcare vouchers, etc. 33. Are competencies required for this post? Use the radio button to select Yes or No. Only in exceptional circumstances will competencies not form part of your selection process. If you select Yes you will need to specify how many competencies are required for the post. Departments who undertake an initial sift must use the first competency as the lead competence. Note: It is recommended departments use between 4 and 6 competencies but the facility to select up to 8 competencies have been provided for exceptions. Once you select the number, use the drop-down options to select your competencies/behaviours. If you select a Additional competency then a free text box will appear asking you to input further information. This option must only be used for specialist posts using the professional competency framework. 34. Is a CV Required for this Post?: If you require a CV to form part of your sift anonymity must be lifted, therefore the individuals identity will be known. Use the radio button to select Yes or No. Page 13 of 53

14 If you select Yes applicants must attach a CV as part of their application form. Note: Applicants applying online via CS Jobs are asked as part of their application form to provide their employment history so attaching a CV will duplicate information. 35. Is a Supporting Document required?: If you require a supporting document e.g. statement of suitability to form part of your sift anonymity must be lifted, therefore the individuals identity will be known. Use the radio button to select Yes or No. If you select Yes applicants must attach a supporting document as part of their application form. If Yes is selected a free text box will appear to input the document name. Please note that this name will appear as a section heading on the job application form template. Note: This is not standard selection process and should only be used in exceptional circumstances. 36. Qualifications: This field is only appropriate for vacancies which have specific qualification requirements, which are mandatory for the role e.g. BEng - Quantity Surveying, HND Information Technology. If Yes is selected a free text box will appear giving you the opportunity to detail the qualifications required. Note: Candidates will be auto-rejected if they do not hold the relevant qualifications. At interview candidate will be required to provide evidence and failure to do so could result in their application being withdrawn. 37. Specialist Role: Please check departmental guidance to confirm if the post is specialist. If Yes is selected an additional question Are Full Details on Education and Qualifications Required for this post? will appear. If you select Yes to this question you will be asked to confirm if you require A-Level / GCSE and/or Degree / Postgraduate. 38. Licences: This field is only appropriate for vacancies which have specific licences requirements, which are mandatory for the role e.g. full UK driving licence If Yes is selected a free text box will appear giving you the opportunity to detail the licences required. Note: Candidates will be auto-rejected if they do not hold the relevant licences. At interview candidate will be required to provide evidence and failure to do so could result in their application being withdrawn. 39. Memberships: This field is only appropriate for vacancies which have specific membership requirements, which are mandatory for the role e.g. Government Operational Research Service. Page 14 of 53

15 If Yes is selected a free text box will appear giving you the opportunity to detail the memberships required. Note: Candidates will be auto-rejected if they do not hold the relevant memberships. At interview candidate will be required to provide evidence and failure to do so could result in their application being withdrawn. 40. Languages: This field is only appropriate for vacancies which have specific language requirements, which are mandatory for the role e.g. Chinese or Spanish. If Yes is selected a free text box will appear giving you the opportunity to detail the languages required. Note: Candidates will be auto-rejected if they do not hold the relevant languages. At interview candidate will be required to provide evidence and failure to do so could result in their application being withdrawn. 41. Sift & interview/selection dates and Location: Provide applicants with sift dates and also dates and location for any interview/assessment that forms part of the selection process. Please supply a full address and postcode if possible. 42. Selection process details: This is not a mandatory field. If an assessment or test is required for this post (such as a typing test or presentation), please include details, date and location. 43. Travel Expenses: Confirm if you will fund travelling expenses for applicants. 44. Contact point for applicants: Enter the contact details of the vacancy holder for potential applicants to contact regarding questions specific to the vacancy. 45. Further Information: Enter any other additional information e.g. outline a working pattern if twilight shift is required. 46. Further information URL: This can be used to provide further information relating to the vacancy or Department. You may wish to enter the web address if your Department has an external website. Note: If advertising a vacancy at Stage 2, 3 or 4 then please do not include a link to your department s intranet site. 47. Salary scale for job search: Applicants are able to search for vacancies by salary range. It is important to choose the correct value to ensure suitable applicants can easily find your vacancy on the CS Jobs website. Double left-click on the selected salary range or select the salary range and the click the to move it to the Selected Values list. You can add more than one value to ensure you cover the entire salary range. 48. Salary Minimum and Maximum: Enter the salary details. If you are advertising an unpaid vacancy e.g. work experience, please enter unpaid in the free text box. Note: these fields will not be available if you have selected Stage 1 at step Follow link to apply: If the application process is not via CS Jobs insert Page 15 of 53

16 a link directing applicants to the online application form e.g. fast streamers or apprentices who apply via an external company. Note: This option will mainly be used by departments who do not use the full recruitment system. 50. Notes: This field is visible to applicants and gives you another opportunity to provide them with any additional information e.g. the structure of the team/provider. 51. Vacancy Holder Contact Detail Telephone: Please enter your telephone number for potential applicants should they have any queries about the vacancy. 52. Vacancy Holder Contact Detail Address: Enter your address for potential applicants should they have any queries about the vacancy. 53. Is this vacancy complete: Only select Yes once you are sure your vacancy is complete and ready to be advertised. 54. Terms of Transfer: Select the transfer details from the drop down box 55. Notes: This field is not visible to applicants and gives you the opportunity to provide your recruitment team/provider with any additional information about your vacancy. 56. Click Confirm to continue and save your vacancy details. 57. You now need to add your sift panel members. Additional people can be added later if details change. Note: You can not add or remove panel members during your advertising period. There are two options available: Delegated Vacancy Access Anyone with this profile will have full access to your vacancy. If you are undertaking a large recruitment campaign you may wish to share the responsibility and give someone else full access. Selection Panel Member This profile restricts access to your vacancy and is useful for your selection panel members. With this profile panel members can print applications and input scores and feedback. Click in the relevant box and type the surname of the person that you wish to add. Page 16 of 53

17 Click on the person s name from the list. If the individual does not appear in the list they do not have access to the system and they must register. Go to page 6 for instructions. To add more than one person separate names by using a comma. Note: Panel members must only be given one level of access; do not enter their name in both the delegated and panel member access fields. Once complete click Confirm and you will be taken to the Vacancy Overview page. Follow the guidance to raise an 'Advert Only' vacancy: Step Action 1. Logon to CS Jobs with your username and password the homepage will appear. 2. Click on the Raise Vacancy icon. Select the Raise Vacancy link and you will be taken to the vacancy template page. 3. You have the option of creating a new vacancy or copy an existing vacancy. Copy Selected Vacancy If you have previously advertised a vacancy on CS Jobs you can copy an existing vacancy if it is the same or similar to save you creating your advert from the beginning. For further information go to page 28. Select Advert only applicants will not be able to apply online via CS Jobs from the following options: If you wish to create an Apply online vacancy go to page 9 for guidance. Select a Job Family from the list. Page 17 of 53

18 Some departments will only have one job family, which will be pre-selected. Click on Go and you will be taken to the vacancy edit page. 4. Owner: This will automatically default to your own business area do not amend. 5. Job Title: Choose an accurate job title that corresponds with the vacancy profile to ensure applicants understand what they are applying for. 6. Department: This will automatically default to your own department/agency. 7. Business Area: Select the Business Area from the drop-down list. If additional detail is required then complete the Business Area detailed field. 8. Post Identifier: If required enter a position identifier number. If more than one vacancy is being filled, only enter the number for one of the vacancies. Note: The position identifier is the number of the vacancy within your business structure/hierarchy so it is essential it is accurate. 9. Cost Centre: Enter the Cost Centre number if required. Note: A cost centre is normally used for external recruitment when advertising in the media. 10. Business & budgetary approval to recruit: Ensure all relevant approval to recruit has been granted prior to raising your vacancy. Your recruitment team/provider will not publish your vacancy without the correct approval. If approval has not been granted refer to your own departmental guidance on how to get approval as your vacancy cannot be advertised without it. Once you have approval select Yes. 11. Number of Jobs Available: Using the drop-down menu select the required number of posts. The maximum number of posts you can select is Location Region: Use the filter list option, by typing the region or use the scroll bar to find the required location(s). Double left-click on region or select and the click the Selected Values list. to move it to the You have the ability to select more than one region per advert and all possible regions for the vacancy should be added. 13. Location City/Town: Use the filter list option, by typing the City/Town Page 18 of 53

19 name(s) or use the scroll bar to find the required location(s). Double left-click on City/Town or select the City/Town and the click the to move it to the Selected Values list. You have the ability to select more than one City/Town per advert and all possible locations for the vacancy should be added. 14. Location: Building / Site and Postcode: Enter the site name (e.g. Government Building, High Road etc.) Enter the postcode and click the entered with a space e.g. AB12 3CD. button. The postcode must be Please ensure that the correct post code is used as applicants will be able to search for vacancies by post code. 15. Grade: Select the applicable grade from the drop-down menu. Select Other from the drop-down menu if the grade is not standard civil service grading. 16. Equivalent Departmental Grade: If you have selected Other to the grade question above enter the equivalent grade in the free text box. 17. Type of Role: Use the filter list option by typing the type of role or use the scroll bar to find the required type of role. Double left-click on type of role or select the role type and the click the to move it to the Selected Values list. You have the ability to select more than one type of role per advert if multiple options apply to your vacancy e.g. Policy and Human Resources. 18. Job Description: Enter the job description giving sufficient information regarding the vacancy profile. You should include the minimum requirement for the job and any desirable criteria. Avoid any department-specific acronyms or jargon. It is recommended that you draft your job description in Microsoft Word first and copy and paste into the free text box, using the keyboard shortcut Ctrl+V. 19. Reserved & Non-Reserved: Select the appropriate option. 20. Security: Select the appropriate security level from the drop-down menu. Basic check Minimum security level for all new entrants entering the civil service. This check will disclose any spent convictions. Counter Terrorist Check Aimed at preventing individuals with significant connections with terrorist organisations from gaining access to information, individuals, establishments or material, which may be of direct assistance to terrorists. Page 19 of 53

20 Security Check Required for posts involving long-term, frequent and uncontrolled access to material protectively marked at SECRET and for posts that require occasional and controlled access to material protectively marked at TOP SECRET, (with the exception of Top Secret STRAP material.) Developed Vetting - Required for posts involving long-term, frequent and uncontrolled access to material protectively marked at TOP SECRET. 21. Disclosure and Barring Security (DBS) Check: Select the appropriate option. Required for posts where the individual will be working with vulnerable groups e.g. elderly or children. This check will disclose spent and unspent convictions. 22. Medical: Confirm if the post requires a medical. Refer to your department s internal guidance for confirmation. 23. Working Pattern: Select the appropriate working pattern from the drop-down menu. Note: vacancies should be open to full-time/part time/job share applicants. If the post cannot be filled by a part time employee or job share arrangement due to operational commitments, exemption may need to be sought from your department. 24. Employment terms: Post Type: Select from the drop-down menu. If the post type selected is a non-permanent option a further drop-down box will appear and it is mandatory to enter the length of employment. Note: If Work Experience is selected the length of employment should be a maximum of 8 weeks. 25. Employment Terms: Hours: Enter the number of hours per week excluding breaks e.g. 37 or detail of the working pattern in the free text box. 26. Relocation Allowance: If a relocation allowance is available, brief details should be entered in the free text box. 27. Allowances: Provide detail if allowances are available e.g. shift allowance. 28. Benefits: Enter details of any additional benefits in the free-text box e.g. onsite parking, restaurant facilities, on-site gym, flexi hours, childcare vouchers, etc. 29. Are competencies required for this post? Use the radio button to select Yes or No. Only in exceptional circumstances will competencies not form part of your selection process. If you select Yes you will need to specify how many competencies are required for the post. Departments who undertake an initial sift must use the first competency as the lead competence. Note: It is recommended departments use between 4 and 6 competencies but the facility to select up to 8 competencies have been provided for exceptions. Page 20 of 53

21 Once you select the number, use the drop-down options to select your competencies/behaviours. If you select a Additional competency then a free text box will appear asking you to input further information. This option must only be used for specialist posts using the professional competency framework. 30. Qualifications: This field is only appropriate for vacancies which have specific qualification requirements, which are mandatory for the role e.g. BEng - Quantity Surveying, HND Information Technology. If Yes is selected a free text box will appear giving you the opportunity to detail the qualifications required. Note: Candidates will be auto-rejected if they do not hold the relevant qualifications. At interview candidate will be required to provide evidence and failure to do so could result in their application being withdrawn. 31. Licences: This field is only appropriate for vacancies which have specific licences requirements, which are mandatory for the role e.g. full UK driving licence. If Yes is selected a free text box will appear giving you the opportunity to detail the licences required. Note: Candidates will be auto-rejected if they do not hold the relevant licences. At interview candidate will be required to provide evidence and failure to do so could result in their application being withdrawn. 32. Memberships: This field is only appropriate for vacancies which have specific membership requirements, which are mandatory for the role e.g. Government Operational Research Service. If Yes is selected a free text box will appear giving you the opportunity to detail the memberships required. Note: Candidates will be auto-rejected if they do not hold the relevant memberships. At interview candidate will be required to provide evidence and failure to do so could result in their application being withdrawn. 33. Languages: This field is only appropriate for vacancies which have specific language requirements, which are mandatory for the role e.g. Chinese, Spanish If Yes is selected a free text box will appear giving you the opportunity to detail the languages required. Note: Candidates will be auto-rejected if they do not hold the relevant languages. At interview candidate will be required to provide evidence and failure to do so could result in their application being withdrawn. 34. Sift & interview/selection dates and Location: Provide applicants with sift dates and also dates and location for any interview/assessment that forms part of the selection process. Please supply a full address and postcode if possible. Page 21 of 53

22 35. Selection process details: This is not a mandatory field. If an assessment or test is required for this post (such as a typing test or presentation), please include details, date and location. 36. Contact point for applicants: Enter the contact details of the vacancy holder for potential applicants to contact regarding questions specific to the vacancy. 37. Further Information: Enter any other additional information e.g. outline a working pattern if twilight shift is required. 38. Further information URL: This can be used to provide further information relating to the vacancy or Department. You may wish to enter the web address if your Department has an external website. Note: If advertising a vacancy at Stage 2, 3 or 4 then please do not include a link to your department s intranet site. 39. Salary scale for job search: Applicants are able to search for vacancies by salary range. It is important to choose the correct value to ensure suitable applicants can easily find your vacancy on the CS Jobs website. Double left-click on the selected salary range or select the salary range and the click the to move it to the Selected Values list. You can add more than one value to ensure you cover the entire salary range. 40. Follow link to apply: If the application process is not via CS Jobs insert a link directing applicants to the online application form e.g. fast streamers or apprentices who apply via an external company. Note: This option will mainly be used by departments who do not use the full recruitment system. 41. Current Stage: Select the Stage you have approval to advertise your vacancy. 42. Preferred Stage (to be confirmed by recruiter: Select the stage you have approval to advertise your vacancy. Note: If you select Stage 1 or 3 an additional box will appear towards the top of the advert for a non-standard eligibility statement. Is a non-standard eligibility statement required for Stage 1 or 3: You should only select Yes in the following circumstances: Stage 1: If you have approval to advertise within your own department on promotion. Stage 3: If you have approval to advertise across government on level transfer. Note: If you select Stage 2, 3 or 4 you are required to enter salary details above: Salary Minimum and Maximum: Enter the salary details. If you are advertising an unpaid vacancy e.g. work experience, please enter unpaid in the free text box. Page 22 of 53

23 43. Preferred Go Live Date: Enter your preferred live date, which will be confirmed by your recruitment team/provider. 44. Preferred Closing Date: It is recommended that vacancies are advertised for a minimum of 10 working days. Note: All Stage 2 vacancies must be advertised for a minimum of 10 working days. 45. Current stage closing date: Enter the vacancy closing date. Note: This field must be updated when the vacancy progresses through the stages. 46. Stage 1 open date or initial stage live date: Input the go live date irrespective of the vacancy being advertised at stage Stage 1, 2, 3 or 4 numbers of posts available, closing date and opening date: Complete the fields that correspond with your advertising stage. Stage 2 override: If you have been granted approval to bypass stage 2 or advertise stages 2 and 3 concurrently select yes. 48. Grade Entry Qualifications: This field is only appropriate for vacancies which have specific entry qualification i.e. 5 GCSE s. If Yes is selected a free text box will appear giving you the opportunity to detail the qualifications required. 49. Publication Source: Applicants are able to select where they saw this vacancy advertised. Select all sources from the list. Double left-click on the selected publication source or highlight and then click the to move it to the Selected Values list. You can add more than one value. 50. Terms and Conditions: If you select yes a free text box will appear for you to enter further information. 51. Nationality statement: If you select yes a nationality statement will appear and be visible to applicants. 52. Northern Ireland vacancy: If you select yes a drop-down list will appear asking you to select which community you are encouraging to apply. 53. Click Confirm to continue and save your vacancy details. 54. Click on Do not tag to application form. 55. You now need to add your sift panel members. Additional people can be added later if details change. Note: You can not add or remove panel members during your advertising period. There are two options available: Page 23 of 53

24 Delegated Vacancy Access Anyone with this profile will have full access to your vacancy. If you are undertaking a large recruitment campaign you may wish to share the responsibility and give someone else full access. Selection Panel Member This profile restricts access to your vacancy and is useful for your selection panel members. With this profile panel members can print applications and input scores and feedback. Click in the relevant box and type the surname of the person that you wish to add. Click on the person s name from the list. If the individual does not appear in the list they do not have access to the system and they must register. Go to page 6 for instructions. To add more than one person separate names by using a comma. Note: Panel members must only be given one level of access; do not enter their name in both the delegated and panel member access fields. Once complete click Confirm and you will go to the vacancy overview page. A vacancy reference number has now been allocated. Do not lose this as you will need it throughout the selection process. The vacancy status will read Vacancy Information Incomplete as your recruitment team/provider must complete mandatory information before your vacancy is advertised. From the vacancy overview page you can review your advert and attach documents to your vacancy. Follow the guidance to view your vacancy: Step Action 1. From the vacancy overview page click on View and select View Vacancy from the drop-down. Page 24 of 53

25 2. Your advert will open in a separate window. Once you have reviewed your vacancy close this window to return to the vacancy overview page. Documents can be attached to your vacancy and made visible to applicants. If you attach a document your recruitment team/provider will review its suitability before advertising your vacancy e.g. competency framework. Follow the guidance to attach a document: Step Action 1. From the vacancy overview page click on options and select Attach File from the drop-down. 2. Select the document you wish to upload by using the Browse button. Choose a descriptive document title as it will appear in the advert and application form e.g. Statement of Suitability. Enter a tick next to Candidates and Recruiters to ensure the document is visible. Click on submit form. Page 25 of 53

26 Confirmation that the document has been uploaded successfully will appear. To upload more than one document repeat step To return to the vacancy overview page click on the vacancy reference number/job title. Follow the guidance to remove a document: Step Action 1. From the vacancy overview page click on Options and select Attach File from the drop-down. Page 26 of 53

27 2. Click on Delete next to the document you wish to remove. 3. To return to the vacancy overview page click on the vacancy reference number/job title. You have now finished raising your vacancy. Your recruitment team/provider will review the accuracy of your vacancy before it goes live on CS Jobs. Next steps: Your vacancy has now been raised on CS Jobs and is ready to be published. Some departments require additional approval before contact can be made with your recruitment team/provider. Please refer to your own department s guidance and processes to establish next steps. Page 27 of 53

28 Copying an existing vacancy If you have previously advertised a vacancy on CS Jobs you can copy an existing vacancy if it is the same or similar to save you creating your advert from the beginning. If you copy an advert you must edit and amend the vacancy before publishing it as information will pull through from the copied advert e.g. sift/interview dates. It is important you notify your recruitment team/provider if you have copied a vacancy so they can ensure the advert content is correct before it goes live on CS Jobs. Follow the guidance to copy an existing vacancy: Ste Action p 1. Logon to CS Jobs with your username and password the homepage will appear. 2. Click on the Raise Vacancy icon. Select the Raise Vacancy link and you will be taken to the vacancy template page. 3. Select the vacancy you wish to copy by typing the vacancy reference number or job title into the free text box or use the scroll bar. Click to highlight/select your chosen vacancy, Click on Copy Selected Vacancy. 4. Choose an accurate job title that corresponds with the role profile to ensure applicants understand the role they are applying for. Page 28 of 53

29 Keep original vacancy template The original template will copy across to your vacancy. Do not de-activate the copy pre-screen tick. Click on Create Vacancy and you will be notified if your vacancy has been copied successfully. Click View Vacancy Summary to take you to the vacancy overview page. 5. A vacancy reference number has now been allocated. Do not lose this as you will need it throughout the selection process. From the vacancy overview page you can now edit your vacancy. Click the Edit Vacancy, which will take you into the vacancy template. 6. Review the vacancy content and make any necessary amendments e.g. closing date, advertising Stage. Once you have updated your vacancy click Confirm at the bottom of the template. 7. Look to see if any documents have been copied as they will need removing. Instructions are available on page 26. If you want to upload your own documents instructions can be found on page You now need to add your sift panel members. Additional people can be added later if details change. Note: You can not add or remove panel members while your vacancy is live. Click on Edit then select Roles from the drop-down list. Page 29 of 53

30 Delegated Vacancy Access Anyone with this role will have full access rights to your vacancy. You may choose to share these permissions if you are undertaking a large recruitment campaign to share the responsibility. Selection Panel Member This gives limited access to your vacancy and is useful for your panel members. Selection panel members can print applications and input scores and feedback with this access level. Click in the relevant box and type the surname of the person that you wish to add. Click on the person s name from the list. If the individual does not appear in the list they do not have access to the system and they must register. Go to page 6 for instructions. To add more than one person separate names by using a comma Note: Panel members must only be given one level of access; do not enter their name in both the delegated and panel member access fields. When done, click Confirm and you will be taken to the vacancy overview page. You have now finished raising your vacancy. Your recruitment team/provider will review the accuracy of your vacancy before making it goes live on CS Jobs. Page 30 of 53

31 Next steps: Your vacancy has now been raised on CS Jobs and is ready to be published. Some departments require additional approval before contact can be made with your recruitment team/provider. Please refer to your own department s guidance and processes to establish next steps. Page 31 of 53

32 Pre-selection activities (for sift, interview and assessment) The purpose of the selection process is to assess each candidate against the selection criteria and appoint the most suitable person who is capable of doing the job. Before you undertake each Stage of the selection process you must read your departmental policies and procedures carefully. How to prepare: Choosing your selection panel CS Resourcing recommends all selection panels consist of a minimum of 2 panellists and be at least the same grade as the vacancy advertised or higher. However, it is the policy of some departments that panel members be a grade higher than the vacancy advertised. CS Resourcing recommends that vacancy holders check their departmental guidance. To ensure the avoidance of bias, it is recommended that at least one panel member is from another business area. Confirm their availability early to prevent any delays. System access for your selection panel members If you haven t done so already add your selection panel members to your vacancy if you want them to enter scores and feedback online. To grant access your panel members must be registered as an authorised user. Check that your panel members are registered by trying to add them to your vacancy. To add a panel member to your vacancy go to the vacancy overview page and follow the instructions on page 29 step 8. If you are unable to add your panel member they will not be registered on the system and you will need to submit an access request form, for instructions please refer to page 6. Standard setting meeting CS Resourcing recommends you hold a standard setting meeting to ensure you and your panel members have a clear understanding of the eligibility criteria, as specified in the vacancy advert. This meeting should take place prior to sift, interview and/or assessment. During your meeting confirm and agree what you are basing your selection on e.g. evidence provided in the applicant s application form, CV, qualifications etc and if Page 32 of 53

33 appropriate interview/assessments that form part of the selection process. Interview questions should be set and roles and responsibilities agreed. Applicants who have applied under the Guaranteed Interview Scheme (GIS) As an Equal Opportunities Employer we actively encourage applications from disabled people. Applicants who have a disability are entitled to apply via the Guaranteed Interview scheme. This means they only need to meet the minimum qualifying criteria for the job at the application and testing stages of the recruitment process. The selection panel should set a minimum standard for each competency at the start of a selection process. If more than the required number of candidates meets the minimum standard the panel can raise this minimum for all candidates except those who have applied under the GIS. The minimum pass mark for GIS candidate is 4 per competency. You must offer the GIS candidates an interview, based on the pass mark of 4 even if this takes you over the planned maximum number of interviewees. At interview the same minimum standard applies to all candidates. Your recruiter will notify you of any additional assistance a candidate has requested and you must consider any reasonable adjustments you can make to assist them e.g. parking space at assessment centre, extra time for written paper, sign language etc. Rating scale There is one single rating scale used throughout government, which will allow candidates to compare feedback from applications made to different departments. The rating scale is: Rating Label Definition 1 Not Demonstrated No positive evidence of the competency. 2 Minimal Demonstration 3 Moderate Demonstration 4 Acceptable Demonstration 5 Good Demonstration Limited positive evidence of the competency. Moderate positive evidence of the competency. Adequate positive evidence of the competency. Substantial positive evidence of the competency. Page 33 of 53

34 Note: 6 Strong Demonstration 7 Outstanding Demonstration Substantial, positive evidence of the competency and includes some evidence of exceeding expectations. Evidence provided wholly exceeds expectation at this level. Ratings 1-3 = the applicant has not provided enough evidence to demonstrate effectiveness in this competency. Rating 4 = the applicant has provided acceptable levels of evidence to demonstrate effectiveness in this competency. Ratings 5-7 = the applicant has provided comprehensive evidence to demonstrate effectiveness in this competency. The minimum score for Guaranteed Interview Scheme (GIS) candidates should be set at 4. In exceptional cases, such as when the volume of applicants is likely to be high, departments can merit list applicants and only take through to the next stage the highest scorers on the understanding that: The pass mark for GIS candidates is set no higher than 4 per competency Applicants are informed in the advert what mechanism the Department will be using to manage the high volume recruitment. For example, higher weighting for a lead competency For further information on the 7 point rating scale please refer to your departments internal policies and procedures. Documentation Think about what documents you will require throughout your selection process and decide whether you need to view and/or print them in advance. Pre-employment checking forms Successful new entrants and candidates transferring from other government departments (OGD s) cannot be appointed until all pre-employment checks have been completed and are satisfactory. If you have been asked by your recruitment team/provider to hand out preemployment forms e.g. Disclosure Scotland forms at interview/assessment familiarise yourself with them and have all copies ready in advance. Candidates moving internally within a department/agency are not required to complete these forms. This is an important part of the recruitment process due to the time it can take to complete pre-employment checks. To prevent delays contact your recruitment team/provider if you have any queries. Page 34 of 53

35 Sift, interview and assessment scoring forms Vacancy holders and panel members are responsible for printing all scoring forms. Hardcopy forms can be printed for note taking throughout the selection process. The forms are available to print from the Civil Service Resourcing website. Note: scores and feedback must be input to CS Jobs prior to results being issued to the candidates. If you are undertaking a large scale recruitment campaign there is an option to bulk upload scores and feedback into CS Jobs. You will be required to input scores and feedback onto an excel spreadsheet that is then uploaded into the system. For further information please contact your recruitment team/provider. CV or supporting document If you have asked candidates to attach a CV or supporting document as part of their application, you will only be able to view/print these forms at sift stage if the anonymity settings are turned off (candidates identity is visible). Follow the guidance below to view/print CV or supporting document: Step Action 1. Logon to CS Jobs using your username and password the homepage will appear. 2. Enter your vacancy reference number or job title in the Current Applications free text field. Select your vacancy from the drop-down list. Click on Go to display a list of candidates statuses. Page 35 of 53

36 3. Depending on what stage of the process you are at select the status of applications e.g. Awaiting Sift, Scheduled for Interview or Scheduled for Assessment and a list of your candidates will appear. 4. Click on the to open the application in PDF, which will open in a separate window allowing you to view or print. Repeat these steps if you have multiple applications. Application forms You will need to view and/or print application forms for sifting and possibly to refer to later in the selection process. Follow this guidance to print/view application forms: Step Action 1. Logon to CS Jobs using your username and password the homepage will appear. 2. Enter your vacancy reference number or job title in the Current Applications free text field. Select your vacancy from the drop-down list. Page 36 of 53

37 Click on Go to display a list of candidates statuses. 3. Depending on what stage of the process you are at select the status of applications e.g. Awaiting Sift, Scheduled for Interview or Scheduled for Assessment and a list of your candidates will appear. 4. Click on the to open the application in PDF, which will open in a separate window allowing you to view or print. Repeat these steps if you have multiple applications. Interview/assessment schedule Print your schedule prior to the interview/assessment day. Make reception aware of who is attending so visitors passes can be arranged (if applicable). Do not print your schedule too early as candidates can change their interview slot up to 48 hours before the interview date and they can also withdraw their application at anytime. Page 37 of 53

38 Follow the guidance to print a schedule: Step Action 1. Logon to CS Jobs using your username and password the homepage will appear. 2. Enter your vacancy reference number or job title in the Current Applications free text field. Select your vacancy from the drop-down list. Click on Go to display a list of candidates statuses. 3. Depending on what stage of the process you are at select the status Scheduled for Interview or Scheduled for Assessment and a list of your candidates will appear. Note: If there is a status in the list titled Invited to interview or Invited to assessment these candidates have not yet scheduled themselves a slot and they will receive a reminder . Page 38 of 53

39 4. Using your mouse right click anywhere on screen, a separate window will open titled Select Columns to be Displayed. Put a tick next to the 4 interview fields shown below. 5. Click on Submit Query and you will return to your candidate list. Additional columns will display interview details. Click on the icon to convert your schedule into an excel spreadsheet that you can print and/or save. Next steps: You are ready to begin your selection process (sift, interview or assessment). Contact your recruitment team/provider if you have any queries. Page 39 of 53

40 Complete online evaluation forms (for sift, interview and assessment) Scores and feedback must be entered online after sift, interview and assessment for applications made via CS Jobs. To prevent any delay in your recruitment process it is important that you enter this information immediately as candidates cannot be notified of their results until all online evaluation forms are complete. Scores and feedback will be available to the candidate and could be challenged; you must therefore ensure candidates receive meaningful and constructive feedback based on facts not opinion. Your comments could include some development pointers for the individual. If you have completed the bulk upload spreadsheet contact your recruitment team/provider do not follow the guide below. Follow the guidance below to update scores and feedback online: Step Action 1. Logon to CS Jobs using your username and password the homepage will appear. 2. Enter your vacancy reference number or job title in the Current Applications free text field. Select your vacancy from the drop-down list. Click on Go to display a list of candidates statuses. Page 40 of 53

41 3. Depending on what stage of the process you are at select the status of applications you wish to enter scores and feedback e.g. Awaiting Sift, Scheduled for Interview or Scheduled for Assessment and a list of your candidates will appear. 4. Within each candidate row on the right hand side the following icons are displayed; Application form (opens within CS Jobs) Candidates history PDF application form (opens in a separate window as a PDF document) Attachment e.g. CV or statement of suitability (only if requested) Candidates who have applied under the Guaranteed Interview Scheme (GIS) are highlighted in red in the GIS column if you do not blind sift (anonymity settings turned off). 5. Click on the icon to open the candidate s history. 6. Click on Forms and from the drop-down menu select the form you wish to update. Update Sift Evaluation Pack: following sift stage Update Selection Evaluation Pack 1, 2 or 3: if you have more than one selection process following sift e.g. interview and assessment complete the packs in numerical order. Page 41 of 53

42 7. Complete the evaluation form using the drop-down menus and free text fields. Mandatory fields are marked with an asterisk and they are: Competence one feedback Competence one score Overall rating Overall outcome Overall comments You must also complete the non mandatory scores and feedback fields for all of your competencies. If a presentation, CV etc is part of your selection process complete section 2. Once you have completed the evaluation form and read the declaration click on update to return to the candidate history page. 8. To move onto the next candidate use the arrow buttons at the top of the page and repeat steps 6 and If you have made a mistake or wish to revisit an individual s evaluation form repeat steps 5, 6 and As a vacancy holder it is your responsibility to ensure all evaluation forms have been completed correct and GIS candidates considered. Once you are satisfied all evaluation forms are correct you can return to the homepage by clicking on the Dashboard tab. You have successfully entered scores and feedback online. Next Steps: Candidates now need to be notified of their results and their scores and feedback made visible to them. If the next stage of your selection process is an interview or assessment please go to page 43 otherwise go to page 48. Page 42 of 53

43 Arrange interview/assessment (set up a schedule) Important Notice: If CS Resourcing administers your recruitment do not follow this step by step guide contact your support recruiter instead. If part of your selection process includes interviews or assessments, schedules can be setup within CS Jobs that allows candidates to choose a date and time that best suits them. Results from the previous stage in the selection process e.g. sift cannot be issued to the candidates until a schedule has been created. If you need to setup your own schedule please follow the guide below, otherwise contact your recruitment team/provider. For guidance on what action you should take please refer to your department s guidance. Follow the guidance to setup a schedule: Step Action 1. Logon to CS Jobs using your username and password the homepage will appear. 2. Click on the Interview Management icon. Select the Raise Interview link and you will be taken to the vacancy template page. 3. Select the template that matches your required schedule type then click Next. Page 43 of 53

44 4. Fields marked Internal will only be visible to you and your recruitment team/provider. Fields marked External are visible to candidates. Please be descriptive providing full vacancy title, reference number, full postal address and a named contact for arrival. The Start Date is the first day of interviews. Select the vacancy you wish to tag this schedule to by putting a tick in the box. Click on Create and you will be notified if your schedule has been created successfully. Click on the link to take you to the schedule overview page. 5. From the overview page you can edit each section of the schedule by clicking on the Edit links. Basic details: Interview details visible to recruitment team/provider and vacancy holder only. Candidate view: Interview/assessment details visible to candidates. confirmation: Candidate will receive a confirmation once they schedule a slot. reminder: sent to candidate to reminder them of their scheduled interview/assessment. Advanced options: This section allows you to choose whether a candidate can self schedule, reschedule etc. Upload document: You can upload documents to your schedule that will be visible to the candidates e.g. site map, pre-employment documents, job role etc. Note: Read this information carefully to ensure it is all correct. Page 44 of 53

45 6. You can upload documents to your schedule that will be visible to the candidates e.g. site map, pre-employment documents, job role etc. To add a document click on the Edit link within the Upload Document section, this will open in another window. Complete the document title and description, which is visible to candidates. Select the file you wish to upload by using the Browse button. Click on Add. Confirmation that the document has been uploaded successfully will appear. To upload more than one document repeat step You must now add the interview dates and times. Click Edit within the Interview slots section. 8. Date: Enter the date of the interview / assessment. 9. Length: Enter the duration time for each interview / assessment. Note: Make sure you include time to consider candidates after their interview/assessment. 10. Time: Enter the time of the first interview / assessment. Page 45 of 53

46 11. Number of slots: Enter the number of panels running concurrently. Example: Number of slots equals 1 Panel 1 9am Example: Number of slots equals 2 Panel 1 9am Panel 2 9am 12. Number of sequential slots: Enter the number of sequential slots. Example: Number of sequential slots equals 1 Panel 1 9am Panel 2 9am Example: Number of sequential slots equals 3 Panel 1 9am, 10am, 11am Panel 2 9am, 10am, 11am Note: If there is a lunch break scheduled repeat steps 8 to 12 for morning and afternoon. 13. Interviewers: If your assessors have access to CS Jobs you can select their name from the drop down list. If you would like your selection panel members to receive a calendar notification please tick the box. Note: If you enter interviewers details they will receive a calendar notification once the schedule has been created, when a candidate chooses one of their slots and if the candidate removes themselves from the slot. Click on Enter to complete. 14. If the interviews / assessments take place over more than one day repeat steps 8 to 13 for each date until your schedule is complete. 15. If you want to return to your schedule overview page click on Interview Types and select View All from the drop down list. All of your interviews will appear; select the one you wish to view. Your schedule is now complete. Page 46 of 53

47 Next Steps: Candidates now need to be notified of their results and their scores and feedback made visible to them. This will also release your scheduled slots so that they can choose a date and time that best suits them. Please go to page 48. Page 47 of 53

48 Notify candidates of selection result Important Notice: If CS Resourcing administers your recruitment do not follow this step by step guide contact your support recruiter instead. All candidates must be notified of their result via CS Jobs and to do this their online candidate status must be changed. Before notifying candidates of their result you must enter all scores and feedback online, if you have not done this, refer to page 40. If the next stage in the selection process is an interview or assessment please refer to page 43 first as you maybe required to setup a schedule. If you are required to notify candidates please follow the guide below otherwise contact your recruitment team/provider. For guidance on what action you should take please refer to your departmental processes. Follow the guidance below to release results: Step Action 1. Logon to CS Jobs using your username and password the homepage will appear. 2. Enter your vacancy reference number or job title in the Current Applications free text field. Select your vacancy from the drop-down list. Click on Go to display a list of candidates statuses. Page 48 of 53

49 3. To notify candidates of their result select the correct status. Awaiting Sift candidates who you have sifted Scheduled for Interview candidates you have interviewed Scheduled for Assessment candidates who have attended an assessment. 4. Using the tick box within each row select the candidates. Note: If you are notifying successful, unsuccessful and reserve list candidates you will need to release these results separately as you can only change one status at a time. 5. At the bottom of the list of candidates click on Progress Applications and select Progress to Next Stage from the drop-down menu. 6. From the drop down list select the status you wish to move candidates to. If an is tagged to the status you have selected the content will appear. Do not amend the text. Click on Update Status. 7. You will be notified that the status has updated successfully and you can click on the Return to Candidate List link. Page 49 of 53

50 Repeat steps 4, 5 and 6 if you have further results to issue. Candidates have been notified of their selection result and their online status changed. If you require your recruitment team/provider to issue any results e.g. successful candidates contact them immediately. Next Steps: Depending on what stage you are at in your selection process will determine your next steps. Interview/assessment Candidates have been invited to attend an interview/assessment. To prepare for the interview/assessment please go to page 32. No successful candidate(s) If you were unable to identify any successful candidates contact your recruitment team/provider who will discuss with you your options. Successful candidate(s) You have completed your selection process and identified a successful candidate(s). Pre-appointment checks as specified in the advert must now be carried out. Your recruitment team/provider will discuss the timescales involved with you as these can vary. Your recruitment team/provider will offer the successful candidate(s) a provisional offer as it is subject to the satisfactory outcome of the pre-appointment checks. Any concerns arising from the pre-appointment checks will be referred to you as the vacancy holder. In these circumstances, consider the risks involved taking into account the nature of the work in your Business Area and the role. It is your decision whether to appoint the person. You may wish to consult your HR unit if further advice is needed. If you collected pre-appointment documents from candidates at interview/assessment please forward these to your recruitment team/provider immediately to prevent delays in the recruitment process. Do not agree a start date with the successful candidate(s) until all pre-appointment checks are complete. Only in exceptional circumstances when you have approval to do so can you agree a start date and employ someone prior to these checks being complete. Page 50 of 53

51 Pre-appointment checks (on boarding) Your successful candidate(s) have been identified, before they can take up duty, the following must take place: Pre-employment checks (external and OGD candidates only) Baseline Personnel Security Standards describes the minimum pre-employment checks that must be applied to all civil servants. Some departments will require more enhanced vetting. The BPSS consist of the following checks: Identity Nationality and Immigration Status (including an entitlement to undertake the work in question) Employment History (past 3 years) Criminal record (unspent convictions only) Character enquiry form. Before a formal offer of employment can be made (unless in exceptional circumstances) all checks must be satisfactorily complete. These checks can take several weeks and your recruitment team/provider should be able to provide you with an estimated timescale. There is an on-boarding form within CS Jobs that allows recruiters to record and monitor the progress of pre-employment checks, which can be viewed by vacancy holders. Not all recruitment team/provider s will use this form, please contact yours for confirmation. Note: Please do not make any amendments to the data on the on-boarding form. If you have any queries regarding the information please contact your recruitment team/provider. Follow the guidance below to view the on-boarding form: Step Action 1. Logon to CS Jobs using your username and password the homepage will appear. 2. Enter your vacancy reference number or job title in the Current Applications free text field. Select your vacancy from the drop-down menu. Page 51 of 53

52 Click on Go to display a list of candidates statuses. 3. Select Pre-employment checks and a list of your candidates will appear. 4. Click on the to open the candidates history. 5. Click on Forms and from the drop-down menu select View / Edit the Onboarding form. Pre-posting checks (internal candidates only) Your recruitment team/provider will advise what these checks entail as they differ depending on the department. Agree a start date You will be notified once all checks are satisfactorily complete so you can agree a start date with the candidate. External and OGD candidates will update their application form with their preferred working pattern as part of the on boarding process, which you may want to refer to. Page 52 of 53

53 For guidance on how to view an application form go to page 36. Once you have agreed a start date you must notify your recruitment team/provider so they can issue a formal offer of employment. Formal Offer Once you have agreed a start date you will need to provide the candidates take up duty details e.g. reporting instructions, agreed working pattern, etc to your recruitment team/provider so they can issue the formal offer. Your recruitment team/provider will have a standard form for you to complete e.g. new entrant notification form, contact them if you require further information. Employment contract (terms and conditions) Your recruitment team/provider will either issue the candidate with their employment contract direct or liaise with other nominated parties as instructed by each department. Create an employee record (payroll account) Your recruitment team/provider will liaise with your departments HR unit to ensure an employee account is built. If the employee record has not been setup prior to the individuals start date contact your HR unit immediately. Page 53 of 53